PDF/A processing

Detailed knowledge of PDF/A standards is necessary in order to create and accurately display PDF/A documents. Nevertheless, this knowledge alone is not sufficient in the attempt to optimally configure PDF/A-related processes.

In this article we will point out how to optimally configure some of the more typical processing steps. Additionally, we will point out which of our products can be used for this purpose.

Creating PDF/A from a windows application

PDF documents can be created with the help of a PDF Producer (other names: PDF Creator, PDF Converter, etc.) from any Windows application using the print function. MS Office documents are usually converted this way. The conversion of emails with attachments is, on the other hand, more complex.

In this case our 3-Heights™ Document Converter is more suitable. Alternatively, PDF documents can be created directly using a “Save to PDF” function such as the one in Microsoft Office 2007 (add-in must be downloaded) or Microsoft Office 2010.

Dynamic creation and customization of PDF/A

The PDF documents are program-created directly from an application (e.g. web server). This way, in addition to the static content, dynamic content can also be integrated from a database. In the very near future we will be able to offer a PDF Creator that can create PDF/A from such sources.

Signing PDF/A documents

Signing takes place after conversion to PDF/A

Adding a digital signature to a PDF/A document equates to incrementally changing the document. However, the document must be PDF/A-compliant before it can be signed. The original content of the document remains unchanged and the data structure of the digital signature is added at the end of the file.

The digital signature itself must also be PDF/A-compliant. It is also possible to add several digital signatures (e.g. author’s signature, tester’s signature, releaser’s signature).

Modifying the document after addition of the digital signature

All modifications made after the document has been digitally signed must also be incremental and PDF/A-compliant. Typical modifications include editing (deletion, amendment and addition of text, annotations, etc.) as well as updating of content. There are currently no PDF/A-compliant processing tools that can work with already digitally signed documents.

Mass-archiving PDF/A documents

Separate, stand-alone PDF/A documents can be archived directly. When archiving a larger number of similar PDF/A documents (such as utility bills) it is often the case that the same styles, logos or other corporate identity elements need to be archived time and again for each individual document. The repeated saving of shared resources (fonts, images) is undesirable and reduces the acceptance of PDF/A.

The solution in this case is an advanced archiving system that separates the shared resources and saves them only once for all documents. When one of the documents is retrieved the shared resources and the document itself are merged again in a complete PDF/A document.

This process can also be applied to digitally signed documents. In this case, however, the document must be configured to accept the separation of shared resources when the initial signature is added.